By clicking on the euro symbol in the top right of the job, you will be taken to the invoice insert. Here you can perform the personnel calculation, create invoice inserts, and record expenses and additional services.
In the price lists for clients (Administration > Clients & Locations > Price lists), surcharges can also be stored analogous to the employee configuration. These then appear both in the personnel calculation and in the invoice insert.
Get an overview here of the upcoming personnel costs of your job. You will see a list of personnel requirements divided into categories. The number of employees per category can be changed here if necessary. First, enter the purchase price (EK) for the respective employee category. You can either take this from a previously created price list, enter it individually for each category, or if all categories receive the same wage, enter it below the list and use it for all. Salaries can be entered as flat rates, hourly or daily rates. For billing by hours, it is possible to enter a wage scale. The same applies to the sales price (VK). You will see the calculation above as soon as you enter the first salaries. This way, you can get a rough calculation even without specifically created staff. For permanent employees, an average hourly wage is calculated based on the salary stored in the statement period plus the non-wage labor costs, and is used for calculating actual costs. If the job includes a break, it can be defined to the right of the job title and will then be deducted from the duration of the job in the calculation. Not only the duration of the break but also the exact time can be stored here. This makes it possible, for example, to correctly calculate surcharges in the calculation. This break is also taken into account in the invoice insert.
In the settings of the personnel calculation, you can define more precisely what is listed there. For example, if several clients are used in the jobs of a project, individual personnel calculations per client can be created with the corresponding option in the settings.
¶ Fixed Expenses and additional services
Here you can record additional amounts, such as travel expenses or meal allowances, which may also be paid to employees and freelancers. If you previously create appropriate categories under Administration > Staff > Expenses, you can select these here, assign them to one or all employees, enter the amount, and select whether it is relevant for the calculation and/or the invoice insert.
¶ Sending to the client
The calculation can be sent from a job or project to the client for signature. To do this, go to the print view “Calculation” and then to “Send document..” In this way, the client can obtain the final approval for execution based on the calculation.
¶ Invoice insert
Here you see a list of all employees involved in the job and the resulting personnel costs. The personnel costs are based on the base data stored statement periods or on previously created price lists (Administration > Personnel or Clients > Price lists). In these price lists, not only prices per personnel category but also for each time category can be stored. For example, it is possible to calculate travel time differently. In the invoice insert, it is also possible to calculate night work and overtime in parallel. For this, a corresponding option can be activated in the price lists for surcharges.
For example, if several clients are used in the jobs of a project, individual invoice inserts per client can be created with the corresponding option in the settings.
Any incurred travel expenses as well as expenses and additional services also appear in the invoice insert. When recording expenses and additional services, it is possible to enter different amounts for purchase price (EK) and sales price (VK). You can output the invoice insert as a PDF. Every employee who has a checkmark set appears in it. In the settings, you can select what the invoice insert should contain. Optionally, for example, the documents with signed working hours can be attached there.
The invoice insert can be attached to the invoice.
¶ Working hours in the invoice insert
When an invoice insert is created, the working hours of the employees are transferred by default. It is possible to manually adjust or hide the working hours.
There is now a separate view for the working hours of the invoice insert in the jobs. To access this, either click on the clock of one of the employees in the invoice insert or alternatively click on the clock in the tabs above and then select the option “Invoice insert” from the employee dropdown.
On request, CrewBrain can round the times automatically - independently of the rounding algorithm set for employees. For this, a rounding algorithm can be stored in each price list, which is then applied for the invoice insert.
Via the context menu (the three dots at the end of a row), a working time can be completely hidden from the invoice insert. In addition, entire time categories can also be completely hidden via the “Settings” button in the invoice insert.
The color-coded column in the view for the working hours of the invoice insert allows individual adjustment of the working hours for the invoice insert. The color indicates whether the times of a record differ: green stands for identical times, orange for different times, and red for hidden times.